Professional Services Collaborative Forum July 14, 2016

Introductions Concerns with last idea: -Confidentiality concerns - Conflict of interest concerns -Capacity

Update: New PS Contract Requirements, Scoring System, and Enforcement Roll out date: July 26 Introduction to the system and requirements webinar on 7/26 from 1-2:30pm Register to receive the link to join the webinar by clicking on the event at Connect2DOT.org/event-calendar-list Concerns with last idea: -Confidentiality concerns - Conflict of interest concerns -Capacity

This is a Simplification For example, we are moving from this: To this: Concerns with last idea: -Confidentiality concerns - Conflict of interest concerns -Capacity

If you are nervous about B2G... Don’t be! Firms will not be using the B2G system during SOI submission We Will Arm You With Knowledge: We are offering trainings, on-demand instructional videos, and step-by-step user manuals. The system will your track participation (Yes! It will be visible to you!). This process streamlines the process and we did a lot of research. Firms who use B2G with other states/agencies really love its capabilities.

Update: Central 70 Project Concerns with last idea: -Confidentiality concerns - Conflict of interest concerns -Capacity

Update: Forum Progress Concerns with last idea: -Confidentiality concerns - Conflict of interest concerns -Capacity

As a direct result of these forums, we have had the following direct impact since January: Civil rights observes selection panel New PS scoring system, contract terms, and enforcement Contracts working on consultant calendar and hosted a pre-meeting for selected consultant contracts

Results of Topics Survey Design Calendar & Pre-Meeting (93%) SOI & Scoring (72%) Meet the Engineers (71%) MPA & Financial Prequalification (65%) Identifying Opportunities at CDOT (57%) Goal Setting Process & GFE (50%) CDOT Exposed! (50%) Nuances of CDOT Regions (42%) Megan Percentage of respondents saying it was interesting or very interesting

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Engineering Contracts CONSULTANT SELECTIONS: RFPs, SOIs, and Panel Evaluations for A&E Contracts

Background: Qualification Based Selections •Selections for Architecture and Engineering Consultants are based on qualifications only •This selection method is required by State and Federal statute

Brooks Act Requirements Statutory Requirements Include: •Public Announcement (Ad) •Evaluation by a panel of subject matter experts •Selection Based on Competence and Qualifications •Discussion, Selection, & Ranking of at least 3 Firms

Qualification Based Selections: Considering Price Price may NOT be considered in selection, but is considered through: •Master Pricing Agreements •Comparison to Independent Cost Estimates (ICE) •Negotiation of Fee

Selection Panels Panel must be at least 3 subject matter experts Must include at least one PE III (usually Program Engineer) Generally also include the Project Manager and/or Resident Engineer and may include a member of a specialty group Local agencies may participate if appropriate and approved by the Chief

Requests for Proposals (RFPs) Projects are typically advertised in three places: •Denver Daily Journal •The Business Page on the CDOT Website •CDOT Vendor Portal (RFx) (The website and RFx will include all relevant attachments)

SOI Instructions •May Vary from RFP to RFP •Includes SOI Acceptance requirements •Includes all scoring factors that will be evaluated

Scoring Factors: Panel Evaluations Panel scoring is (generally) broken into 2 categories: Statement of Interest: Project Team, Prime Capability, Past Experience, Location Work Plan: Project Goals, Project Control, Project Concept, Critical Issues

Panel Evaluation, Part I: Scoring •Panelists receive scorebooks for each applicant •Scoring is on a scale of 1-5 in each category •Panelists must not discuss their scoring with anyone else, including the other panelists

Scoring: Things to Watch For •Proof-read documents •Show “partnering” with CDOT •If a scoring factor is addressed in the Scope of Work (e.g. Project Goals or Critical Issues), include what’s listed •Don’t stray too far from the Scope of Work •Demonstrate how a similar experience applies

Panel Evaluation, Part II: The Short-list Meeting •Panelists discuss scores for each category •Any substantial variances in scores must be discussed and explained •Scores are locked in before the final factors are added in and total scores are revealed

Short-list Meeting (Continued) The teams are ranked by their composite scores and either: A) the top team is then recommended for selection; OR B) the top 3 teams are selected to go to interview

Panel Evaluation, Part III: Interview •About 2 weeks to prepare •One hour long •30 minutes are for prepared presentation •30 minutes for Q&A with panel •Interviews count for 20% of the final score

QUESTIONS If you have questions about the process after today, please call us: Kyle Dilbert, Engineering Contracts Manager: kyle.dilbert@state.co.us 303-757-9715 Marguerite (Maggie Molinas), Lead Contracting Officer: marguerite.molinas@state.co.us 303-757-9398

CDOT Contracts Department Update on pre-proposal meetings and anticipated needs calendar Kyle & Maggie

Upcoming Events July 19: Capability Statement Workshop (Golden) July 26: New CDOT Professional Services Contract Terms & B2G Compliance System (Webinar) July 28: Day at the DOT (Denver) July 28: Kiewit Networking Dinner and Subcontract Agreement Workshop (Denver) August 1: ACEC Golf Tournament (Golden) August 9: CDOT Central 70 Subcontractor Series (Webinar) Sept. 26: CDOT Construction Forum (Denver) Oct 13: CDOT PS Forum (Denver) Cathy

Comments & Questions: Connect2DOT.org/stay-connected/cdotcf Megan Megan.McAllister@state.co.us, 303-512-4140 Connect2DOT.org/stay-connected/cdotcf Megan Specific questions you have about these topics (previous slides) To submit comments, questions, or suggested agenda items